The Housing Report is used to generate reports of detailed housing information; specifically, external housing information (for non-residential programs or a program group containing both residential and non-residential programs) or current residence information (for residential programs).
Viewing the Housing Report
- Click the Reports icon. The Reports Index will display.
- Select the program from the Program drop-down menu.
- Search for the Housing Report, and click on the report's name. The Housing Information Settings page will display.
- Select the location from the Location drop-down menu. Options include:
- Agency Housing
- Other Location
- All
- Indicate which type of client report you want to view. Options include:
- Current Residence
- Residence History
If "Other Location" or "All" was selected as the location (above), the Housing Report Settings page will display.
- Select the client from the Client drop-down menu. Click Continue. The Housing Report will display.
If "Agency Housing" was selected as the Location above, the Housing Report Settings page will display.
- Click the Location drop-down menu and select the location. The default is "All Program Units."
- Click the Sort drop-down and select how the information should be displayed. Options include:
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- Client Name
- Residence Unit
- Move In Date
- Move Out Date
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- To view the report for a specific client, select the client from the Client drop-down menu.
- If "Residence History" was selected on the Settings page, click the Status drop-down menu and make a selection. Options include:
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- Address Changes
- Complete History
- Program Discharges Status
- program Admissions
- Vacancy History
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- Click Continue. The report will display.
Housing Report FAQs
Q. Do occupied nights in the housing report for a residential program include any time spent in the hospital?
A. The housing report counts occupied bed nights for a client whether or not the person was actually occupying the bed/residence unit. For example, if a client was hospitalized for any length of time, the residence unit he or she was occupying prior to the hospitalization admission date will still be seen as occupied unless he or she is actually discharged from the residential program entirely.
To get an occupied bed nights count that does not include nights on which clients were hospitalized, run a hospitalization episodes report for the date range and subtract the hospitalization days totaled there from the occupied bed nights. For more information on viewing a hospitalization report, see Viewing a Hospitalization Report.
Q. Does the housing report's length of stay information (LOS) include admission and discharge dates?
A. In residential programs, the LOS includes the admission date but not the discharge date. In non-residential programs, it counts both the admission and discharge dates.
Q. How are Available Nights, Occupied Nights, and Mean Occupancy calculated on the Housing Report?
A. The Available Nights and Occupied Nights are based upon the occupancy of each unit. When you run the Housing Report for multiple days the total number of unique "Unit IDs" as entered on the System Setup > Residence Units page are multiplied by the total number of nights in the report range (which does not include the last day of the report) to calculate the total Available Nights. If multiple beds contain the same Unit ID, then they are all considered to be part of the same unit. If any one of those beds was occupied, then the entire unit will be considered occupied and count in the Occupied Nights calculation. Mean Occupancy is equal to the total Occupied Nights divided by the total Available Nights.
Q. How can I see who occupied a residence unit at a specific period in time?
A. To view who occupied a residence unit at any point in time, run the housing report using the "Residence History" option and the desired date range. On the report settings page, select the specific residence unit you wish to look at and sort the data as needed before generating the report.
Q. How do I correct it when a client appears more than once on the housing report?
A. If the housing report was run using the "Residence History" option, a client will be listed under each residence unit in which he or she resided during the report date range. In the event that the client was in more than one residence unit during that time period, he or she will be listed more than once on the report.
If the housing report was run using the "Current Residence" option, a client should only be listed once, regardless of whether or not he or she previously occupied a different unit in that program. If the client is listed more than once, use the Program History Corrections feature to correct his or her residence history. If you don't have access to Program History Corrections contact the Help Desk for assistance, being sure to include the residence unit the client should be in currently, along with any residence units he or she previously occupied, and the dates of stay for each.
Q. How do I run a housing report that includes both agency and external housing information?
A. Run a housing report using the "All" selection under Location on the Housing Information Settings page.
Q. How is Capacity calculated on the Housing Report?
A. When you run the Housing Report for a single day the summary table at the bottom will display the Capacity and Vacancies. The number next to Capacity represents the number of Residence Units as entered on the Agency Program Information page for the selected program. Sometimes a second number will be displayed in parenthesis which represents the total number of unique Unit IDs as entered on the System Setup > Residence Units page.
Q. Why are archived residence units still appearing on the current residence housing report?
A. Archived units will appear on the report up to and including their last available date.
Q. Why are there clients whose household members don't appear on the housing report?
A. The household members of the listed clients will not be included in the report if the move in date on the household records does not indicate that those persons were in the household on the admission date to the program, or before the start date of the report. If staff update the household information records, the report content will be adjusted accordingly.
Q. Why are there numbers in parentheses in housing reports run for all housing programs?
A. The numbers of the current residence housing report, when run for ALL agency housing programs instead of individual programs, shows cumulative totals moving down through the report. For capacity it displays A(B), where A is the program capacity, and (B) is the cumulative capacity of all of the programs to that point in the report. For vacancies it displays C(D), where C is the cumulative capacity subtracted from the program capacity, and (D) is the program vacancies.
Q. Why do some clients have more than one address when running a current residence housing report with "All Locations" selected?
A. If a client is admitted to a non-residential program and external housing information is entered for them, and they were also admitted to a residential program, it may result in the client appearing more than once on an "All Locations" housing report. To correct that, update the external housing information and enter a move out date on the previous residence so that there is no overlap in the records. Once that's been done, only the current agency housing address will be included in the housing report.
Q. Why is a closed out residence unit still appearing on the housing report when run using the "Current Residence" option?
A. A closed out residence unit will still appear on the Current Residence housing report until the last available date. If today's date was used as the last available date, the residence unit will appear on the report until tomorrow. If the last available date has passed and the unit still appears on the list of current units, contact the Help Desk for assistance.
Q. Why is a discharged client still showing up on the current residence housing report as occupying a residence unit?
A. In rare instances processing discharge may not result in the correct placement of an end date on a client's residence history record, resulting in that client continuing to appear on the current residence housing record after his or her discharge date. In the event that this happens, it can be corrected using the Program History Corrections feature. If you don't have access to Program History Corrections, please contact the Help Desk for assistance. Be sure to include in your problem report the name of the program and client, as well as his or her discharge date and information on the residence unit in which he or she is still appearing.